What You Bring to the Table

• Qualifications

  • Excellent administrative and organizational skills.

  • Strong communication and interpersonal abilities.

  • Proficiency with Microsoft Office and SharePoint preferred.

  • Ability to handle confidential information with discretion.

  • Detail-oriented with strong problem-solving skills.

  Education & Experience

  • 2+ years of professional office administration or support services experience

  • An undergraduate degree in business, administration, or a related field

  • Experience with Microsoft Office Suite

  • AEC industry experience appreciated but not required

  • A positive, professional rapport and ability to communicate effectively with clients, staff, and visitors

  • The ability to manage daily reception and staff-support needs alongside longer-term projects in conjunction with the support services team

  Physical Requirements

  • Prolonged periods sitting at a desk and working on a computer.

  • Must be able to lift up to 15 pounds at times.

How You'll Spend Your Day

• Administrative Support

  • Maintain administrative workflow by studying methods, implementing cost reductions, and developing reporting procedures.

  • Resolve administrative problems by analyzing information and identifying solutions.

  • Act as point of contact for staff and visitors - you'll be the go-to person regarding deliveries, conference rooms, our education and events calendars

  • Maintain rapport with employees and external partners, ensuring excellent communication and support.

  • Manage vendor visits to the office

  • Answer and route calls to the appropriate party and retrieve and forward messages from the general voice mailbox.

  • Coordinate with building management for office space and facility-related issues.

  Human Resources Coordination

  • Coordinate travel arrangements with third-party travel agencies.

  • Maintain the schedule for conference rooms and manage calendars for all company events and meetings.

  • Coordinate food and refreshments as requested for meetings, lunches, and other events. You are responsible for ensuring that food is ready on time and cleaned up after.

  • Responsible for ordering break room groceries. Ensure orders are put away and organized within 4 hours.

  • Maintain stock of office supplies and supply closet organization.

  • Assist with applications and renewals of professional licensure, registration, and continuing education

  • Administer travel and education policies including education contract execution

  • Partner with staff on approving education requests

  • Collaborate with the social committee to boost team morale and build a positive office atmosphere.

  • Organize and execute company-sponsored events.

  • Create and distribute AE Dispatch weekly newsletter.

  • Assist HR Manager in timesheet approvals

  Recruitment and Onboarding

  • Assist Human Resources with scheduling job fairs, arranging transportation, and scheduling interviews with candidates.

  • Act as administrator for the onboarding committee.

  • Assist with Onboarding

    • Schedule all onboarding activities for new hires and Onboarding Team in Outlook and Ajera

    • Set up desk with supplies and ensure that computers are ready to go and Swag Bag is provided

    • Coordinate with building management for keys

  Additional Responsibilities

  • Assist the Support Services Department with other duties as assigned.